Saving Time and Money Through Lean Validation

The principles and best practices of lean manufacturing have served life sciences manufacturers well.  Lean is all about optimizing processes, while eliminating waste (“Muda”) and driving greater efficiencies.  As a 30-year validation practitioner, I have validated many computer systems, equipment and processes.  One of the key lessons learned is that there is much room for improvement across the validation process.

OnShore Technology Group is a pioneer in lean validation and has developed principles and best practices to support lean validation processes.  To power our lean processes, we leverage ValidationMaster™, an Enterprise Validation Management system exclusively designed to facilitate lean validation and automate the validation process.

So what is lean validation and how is it practically used?

Lean validation is the process of eliminating waste and inefficiencies while driving greater software quality across the validation process through automation.

Lean Validation

Lean validation cannot be achieved without automation. Lean validation processes leverage advanced technology designed to fulfill the technical, business and compliance requirements for software validation eliminating the use of manual, paper-based processes. Optimized validation processes are deployed using the latest global best practices to ensure the right amount of validation rigor based on critical quality attributes, risks, Cybersecurity and other factors.

Lean validation process begins with a lean validation project charter which defines the description of the process and key performance indicators.  KPI’s such as reduce validation costs by $X/year or reduce software errors by X%.  The charter shall define the project scope, dependencies, project metrics and resources for the project.

There are five principles of lean validation  derived from lean manufacturing principles.  Lean validation is powered through people, processes and technology.  Automation drives lean validation processes.  The LEAN VALIDATION value principles are illustated in the figure below.

Lean-Validation-Graphic-600

Principle 1 – VALUE – Lean thinking in manufacturing begins with a detailed understanding of what value the customer assigns to product and services.  Lean thinking from an independent validation and verification perspective begins with a detailed understanding of the goals and objectives of the validation process and its adherence to compliance objectives.  The principle of VALUE requires the validation team to therefore focus on the elimination of waste to deliver the value the end customer (your organization) in the most cost-effective manner.  The computer systems validation process is designed for the purpose of assuring that software applications meet their intended use.  The value derived from the validation process is greater software quality, enhanced ability to identify software defects as a result of greater focus and elimination of inefficient and wasteful processes. AUTOMATION IS THE FOUNDATION THAT FACILITATES THE ACHIEVEMENT OF THIS VALUE PRINCIPLE.

Principle 2 – VALUE STREAM – The value stream, from a lean perspective is the comprehensive product life-cycle from the raw materials through customer’s end use, and ultimate disposal the product.  To effectively eliminate waste, the ultimate goal of lean validation, there must be an accurate and complete understanding of the value stream.  Validation processes must be examined end-to-end to determine what value is added to the objective of establishing software quality and compliance.  Any process that does not add value to the validation process should be eliminated.  We recommend value stream mapping for the validation process to understand where value is added and where non-value added processes can be eliminated.  Typical “Muda” or wastes commonly revealed from validation process mapping are:

  • Wasteful Legacy Processes (“we have always done it this way”)
  • Processes That Provide No Value To Software Quality At All
  • Manual Process Bottlenecks That Stifle Processes

Principle 3 – FLOW – The lean manufacturing principle of flow is about creating a value chain with no interruption in the production process and a state where each activity is fully in step with every other.  A comprehensive assessment and understanding of flow throughout the validation process is essential to the elimination of waste.  From a validation perspective, optimal flow is created through the process when, for example, users have the ability to automatically create requirements from test scripts for automated traceability thereby eliminating the process of manually tracing each test script to a requirement.  Another example is when a user has the ability to navigate through a software application and the test script process is automatically generated.  Once generated, it is automatically published to a document portal where it is routed electronically for review and approval.  All of this requires AUTOMATION to achieve the principle of FLOW.  For process optimization and quality control throughout the validation lifecycle, information should optimally flow throughout the validation process in an efficient manner minimizing process and document bottlenecks with traceability throughout the process.

Principle 4 – PULL – A pull system is a lean manufacturing is used to reduce waste in the production process. Components used in the manufacturing process are only replaced once they have been consumed so companies only make enough products to meet customer demand.  There is much waste in the validation process.  The PULL strategy for validation may be used to reduce wastes such as duplication of effort, streamlining test case development and execution, electronic signature routing/approval and many others.  Check out our blog “The Validation Post” for more information.

Principle 5 – PERFECTION – Validation processes are in constant pursuit of continuous improvement.  Automation is KEY.  Lean validation engineers and quality professional relentlessly drive for perfection. Step by step validation engineers must identify root causes of software issues, anomalies, and quality problems that affect the suitability of a system for production use. As computing systems environments evolve and become more complex and integrated, validation engineers must seek new, innovative ways to verify software quality and compliance in today’s advanced systems. Perfection cannot easily be achieved through manual processes.

AUTOMATION IS REQUIRED TO TRULY REALIZE THE VISION OF THIS PRINCIPLE.

You can save time and money through lean.  Consider the first 2 principles of Value and Value Stream.  Many validation engineers consider validation only as a regulatory requirement or “necessary evil” – rather than a regulatory best practice designed to save time and money.  I think we all agree that in the long run quality software saves time and money through regulatory cost avoidance and more efficiency throughout quality processes.

It is important for validation engineers to not only consider quality and compliance but cost savings that may be gained throughout the validation process.  Lean validation is a strategy whose time has come.  How much will cost savings be through lean?  End users report saving about 40 – 60% for test script development and 60 – 70% on regression testing efforts.  Regulatory cost avoidance can be significant depending on the level of compliance with each company.  Cost savings may also be realized in minimizing the amount of paper generated through the validation process.

Embrace LEAN VALIDATION and experience the benefits of saving time and money.

 

 

 

Why Are You Still Generating Validation Test Scripts Manually?

Drafting validation scripts is one of the key activities in a validation exercise designed to provide document evidence that a system performs according to its intended use.  The FDA and other global agencies require objective evidence, usually in the form of screen shots that sequentially capture the target software process, to provide assurance that systems can consistently and repeatedly perform the various processes representing the intended use of the system.

Since the advent of the PC, validation engineers have been writing validation test scripts manually.  The manual process of computer systems validation test script development involves capturing screenshots and pasting them into Microsoft Word test script templates.  To generate screen captures, some companies use tools such as Microsoft Print Screen, TechSmith SnagIT, and other such tools.  A chief complaint of many validation engineers is that the test script development process is a slow, arduous one.  Some validation engineers are very reluctant to update/re-validate systems due to this manual process.  So, the question posed by this blog article is simply this: “Why are you still generating test scripts manually???”

I have been conducting validation exercises for engineering and life sciences systems since the early 1980’s.  I too have experienced first-hand the pain of writing test scripts manually.  We developed and practice “lean validation” so I sought ways to eliminate manual, wasteful validation processes.  One of the most wasteful processes in validation is the manual capture/cutting/pasting of screenshots into a Microsoft Word document.

The obvious follow up question is “how do we capture validation tests in a more automated manner to eliminate waste and create test scripts that are complete, accurate and provide the level of due diligence required for validation?”

In response to this common problem, we developed an Enterprise Validation Management system called ValidationMaster™.  This system includes TestMaster™, an automated testing system that allows validation engineers to capture and execute validation test scripts in a cost-effective manner.

TestMaster™ is designed to validate ANY enterprise or desktop application.  It is a browser-based system and allows test engineers to open any application on their desktop, launch TestMaster™, and capture their test scripts while sequentially executing the various commands in their applications.    As the validation engineer navigates through the application, TestMaster™ captures each screenshot and text entry entered in the application.

Once the test script is saved, TestMaster™ allows the script to be published in your UNIQUE test script template with the push of a button.  No more cutting/pasting screenshots from manual processes!  You can generate your test scripts in MINUTES as opposed to the hours it sometimes takes to compile documents based on a series of screenshots.  If you are one of those validation engineers that does not like screenshots in your scripts, you can easily create text-based processes both quickly and easily using TestMaster™.

So, what is the biggest benefit of using TestMaster™ versus manual processes?  There are three key benefits which are summarized as follows:

  1.  Automated Test Script Execution– for years, validation engineers have wanted a more automated approach for the execution of validation test scripts.  ValidationMaster™ supports both hands-on or hands-off validation testing.  Hands-on validation testing is the process whereby a validation engineer looks at each step of a validation test script and executes the script step-by-step by clicking through the process.  Hands off validation allows a validation engineer to execute a test script with no human intervention.  This type of regression testing (hands off) is very useful for cloud-based systems or systems that require more frequent testing.  The validation engineer simply selects a test script and defines a date/time for its execution.  At the designated time with no human intervention, the system executes the test script and reports the test results back to the system.   Automated testing is here!  Why are you still doing this manually?

  1.  Traceability– TestMaster™ allows validation engineers to link each test script to a requirement or set of requirements, thus the system delivers automatic traceability which is a regulatory requirement.  With the click of a button, TestMaster™ allows validation engineers to create a test script directly from a requirement.  This is powerful capability that allows you to see requirements coverage through our validation dashboard on demand.  This validation dashboard is viewable on a desktop or mobile device (Windows, Apple, Android).

  1.  Test Script Execution– One of the biggest problems with manual test scripts is that they must be printed and manually routed for review and approval.  Some companies who have implemented document management systems may have the ability to route the scripts around electronically for review and approval.  The worst-case scenario is the company that has no electronic document management system and generates these documents manually.  TestMaster™ allows validation engineers to execute test scripts online and capture test script results in an easy manner.  The test script results can be captured in an automated way and published into executed test script templates quickly and easily.   If incidents (bugs/anomalies) occur during testing, users have the ability to automatically capture an incident report which is tied to the exact step where the anomaly/bug occurred.  Once completed, ValidationMaster™ is tightly integrated with a 21 CFR Part 11-compliant portal (ValidationMaster Portal™). Once the test script is executed, is it automatically published to the ValidationMaster™ Portal where it is routed for review/approval in the system.  The ability to draft, route, review, approve, execute and post-approve validation test scripts is an important, time/cost saving feature that should be a part of any 21stcentury validation program.

  1.  Reuse Test Scripts For Regression Testing– manual test scripts are not ‘readily’ reusable.  What I mean by this is that the Word documents must be edited or even re-written for validation regression testing.  Validation is not a one-time process.  Regression testing is a fact of life for validation engineers.  The question is, will you rewrite all of your test scripts or use automated tools to streamline the process.  ValidationMaster™ allows validation engineers to create a reusable test script library.  This library includes all the test scripts that make up your validation test script package.  During re-validation exercises, you have the ability to reuse the same test scripts for regression testing.

Given the rapid adoption of cloud, mobile and enterprise technologies in life sciences, a new approach to validation is required.  Yes, you can still conduct validation exercises on paper but why would you?  In the early days of enterprise technology, we did not have tools available that would facilitate the rapid development of validation test scripts.  Today, that is not the case.  Systems like ValidationMaster™ are available in either a hosted or on-premise environment.  These game-changing systems are revolutionizing the way validation is conducted and offering time/cost-saving features that make this process easier.   So why are you still generating test scripts manually?

5 Ways to Revive Your CSV Validation Process in 2018

If you are like most veteran validation engineers, you have been conducting validation exercises the same old way.  You have been gathering user requirements, conducting risk assessments, developing test scripts (most often on paper) and delivering validation documentation and due diligence as required by current global regulations.

Validation processes have not changed very much over the last 40 years (unless you include ISPE GAMP® as revolutionary).  However, the systems we validate and the state of play with respect to cybersecurity, data integrity, mobility and compliance has changed in a profound way.  Cloud-based applications are seeing increasing adoptions.  Platforms such as Microsoft Azure are changing the way companies do business.  Mobility is in the hands of everyone who can obtain an affordable device.  These game-changing trends call for changes in the way we wake up our sleepy validation processes and use them as opportunities for process improvement.

To help you address these new challenges for the coming year, I offer 5 ways to revive sleepy, manual validation processes for your consideration.

  1. Think LEAN
  2. Automate
  3. Leverage Electronic Document Review & Approval Processes
  4. Adopt Agile Validation Processes
  5. Conduct Cybersecurity Qualification

STEP 1.  THINK LEAN

Lean manufacturing is a proven process that powered Toyota to success. Lean manufacturing processes were designed to eliminate waste and improve operational efficiency. Toyota adopted lean manufacturing processes and rose to prominence with quality vehicles that outsold most of their competitors in each automotive class. To improve your validation processes in today’s systems environment, it is important to think lean. As we are being asked to do more with less as validation engineers it is important and dare I say critical that you eliminate any wasteful processes and focus on validation processes that in the end at value. This is the basic premise of lean validation.

Throughout my practice, we deliver lean validation services to all of our clients. Lean validation is powered through automation. You can’t have a lean validation process without automation since automation powers lean. Through automation and lean validation processes, we are able to automate the development and management of requirements, incidents, and validation testing in a manner not possible on paper. As you look to wake up your validation processes in 2018, it is important to think lean. I wrote a blog article on the principles and best practices of lean as a good starting point to educate you as to how to maintain and establish lean validation processes.

STEP 2.  AUTOMATE

As I mentioned above you cannot adopt lean validation processes unless you automate your validation processes. Automation has often been looked at by validation engineers as a luxury rather than the necessity. In 2018, automation of the validation process is a necessity not a luxury. Electronic workflow used to be the purview of expensive enterprise systems often costing in the millions of dollars. Today, there is no excuse for not automating your process other than simply not wanting to change.

Electronic systems to manage automated validation processes have come a long way in the last 20 years. We offer a system call ValidationMaster™  which was designed by validation engineers for validation engineers. ValidationMaster™  is an enterprise validation management system designed to manage the full lifecycle of validation processes. From requirements to test script development and execution through incident reporting and validation document control, validation master manages the full lifecycle of validation processes and their associated deliverables. The system comes with a fully integrated validation master portal based on SharePoint designed to manage document deliverables in a controlled manner. The system is integrated with electronic signatures and graphical workflows to eliminate document bottlenecks and improve the process of development of your document deliverables.

The development and execution of test cases represents the most laborious part of validation. This is where most validation exercises are either successful or fail. Most often, given the manual cryptic nature that most validation engineers use to develop test scripts, a lot of focus is spent on the actual development of the test script and not the quality of the test case itself. This is due to wasteful processes such as cutting and pasting screenshots or manually typing in information that the validation engineer sees on the screen during the manual test script development process. Both the process of capturing screenshots or typing in information to describe a screen are considered in my view wasteful and don’t add to the value of the test case.

The FDA says a good test case is one that finds an error. As validation engineers we should be focused more on finding errors and software quality than cutting and pasting screenshots into word documents as most of us do. There are things that computers can do much more efficiently and effectively than humans can do and one of them is automated test generation.

There are tools on the market such as ValidationMaster™ that allow you to fully automate this process and eliminate the waste in this process. ValidationMaster™ allows you to navigate through the application that is subject for your validation exercise while the system automatically captures the screenshot and the text and places this text directly into your formatted documents. You simply push a button at the end of the test script development and your test script is written for you. This is standard out-of-the-box functionality. Managing requirements for enterprise applications can also be laborious and challenging.

If you are validating enterprise resource planning systems which consist of hundreds of requirements, keeping track of the version of each requirement may be difficult. Who changes a requirement and why was a requirement changed is often the subject of hours and hours of meetings that waste time and money. ValidationMaster™ has a full-featured requirements management engine which not only tracks the requirement but it tracks the full audit history of a requirement so that you can understand who change the requirement, when was the requirement changed and why. This gives you full visibility to requirements. These requirements can be directly traced to test scripts thereby fully automating requirements traceability in your validation process.

Validation testing can be conducted online as either a fully automated validation test script which requires no human intervention or test cases that are semi-automatic where the validation engineer navigates through each software application and the actual results are captured by the system.

Manually tracking tests runs can be a headache and sometimes error-prone. An automated system can do this for you with ease. ValidationMaster™ allows you to conduct multiple tests runs and it tracks each of the tests runs, the person who ran the test, how long it took to actually execute the test, and the actual results of the test. If an incident or software anomaly occurred during testing the automated system would actually allow you to capture that information and keeps the incident report with each validation test. The time for automation has calm.

If you want to wake up your sleepy validation processes and deliver greater value for your company, you cannot afford to overlook automation of your validation process. Check out a demonstration of ValidationMaster™ to see how automated validation lifecycle management can work for you.

STEP 3 – LEVERAGE ELECTRONIC DOCUMENT REVIEW & APPROVAL PROCESSES

One of the many challenges that validation engineers experience every day is the route review and approval of validation documentation. In many paper-based systems this involves routing around printed documents for physical handwritten signatures. This is the way we did it in the 1980s. 21st-century validation requires a new more efficient approach. As mentioned in the section above on automation, there really is no excuse for using manual paper-based processes anymore. There are affordable technologies on the market that would facilitate electronic document review and approval processes and tremendously speed up the efficiency and quality of your document management processes.

In one previous company that I worked for our document cycle times were up to 120 days per document. With electronic route and review using 21 CFR part 11 electronic signatures we managed to get the process down to three weeks which saved a significant amount of time and money. Electronic document review and approval is a necessity and no longer a luxury there are tools on the market that costs less than a happy meal per month that would allow you to efficiently route and review your validation documentation and apply electronic signatures in compliance with 21 CFR part 11. To wake up your document management processes electronic document review and approval is a MUST.

STEP 4 – ADOPT AGILE VALIDATION PROCESSES

For as long as I can remember, whenever validation was spoken up we talked about the V model. This is the model as shown in the figure below where validation planning happens on the left-hand side of the V and validation testing happens on the right-hand side of the V.

V-MODEL

This model often assumed a waterfall approach to software development where all requirements were developed in advance and were tested subsequent to the development/configuration process. In today’s systems environment this is actually not how software is developed or implemented in most cases. Most development teams use an agile development process. Agile software development methodologies have really revolutionized the way organizations plan, develop, test and release software applications today. It is fair to say that agile development methods have now been established as the most accepted way to develop software applications. Having said this, many validation engineers insist on the waterfall methodology to support validation.

Agile development is basically a lightweight software development methodology that focuses on having small time boxed sprints of new functionality that are incorporated into an integrated product baseline. In other words, all requirements are not developed upfront. Agile recognizes that you may not know all requirements up front. The scrum places emphasis on customer interaction, feedback and adjustments rather than documentation and prediction. From a validation perspective this means iterations of validation testing as software iterations are developed in sprints. It’s a new way of looking at validation from the old waterfall approach. This may add more time to the validation process overall but the gradual introduction of functionality within complex software applications has value in and of itself. The Big Bang approach of delivering ERP systems sometimes has been fraught with issues and has sometimes been error-prone. The gradual introduction of features and functionality within software application has its merits. You should adopt agile validation processes to wake up your current processes.

STEP 5 – CONDUCT CYBERSECURITY QUALIFICATION (CYQ)

Last but not least is cyber security. In my previous blog posts, I discussed extensively the impact of cyber security on validation. I cannot emphasize enough how you need to pay attention to this phenomenon and be ready to address it. Cyber threats are a clear and present danger not only to validated systems environments but to all systems environments. As validation engineers our job is to ensure that system are established and meet their intended use. How can you confirm that the system meets its intended use when it’s vulnerable to cyber threats? The reality is you can’t.

Many validation engineers believe that cyber security is the purview of the IT department. This is something that the IT group is responsible for handling and many believe that it has nothing to do with validation. Nothing could be further from the truth. If you remember the old adage in validation “if it’s not documented it didn’t happen” you will quickly realize that you must document your readiness to deal with a cyber security event in the event that one occurs in your environment.

I call this “cyber security qualification” or “CyQ”. A cyber security qualification is an assessment of your readiness to protect validated systems environments against the threat of a cyber event. The CyQ is intended to evaluate your readiness to ensure compliance. One of the ways that you can wake up your validation processes in 2018 is to understand and educate yourself as to the threats that cyber events can have on your current validated systems environment and conduct a CyQ in addition to your IQ/OQ/PQ testing to ensure that you have the processes and procedures in place to deal with any threats that may come your way.  If you would like to see an example of a CyQ just write me and I’ll send you one.

2018 is going to bring many challenges your way. It is time that you bring your validation processes to level V validation maturity as shown in the figure below. You need to develop more mature processes that deal with the threats of cyber security and embrace lean validation and agile methodologies. If you’re like most you will be asked to do more with less. Updating old antiquated validation processes is essential to you being able to have the agility to do more with less.  It’s about time that you revive your old antiquated validation processes. Are you ready to go lean?

Understanding Lean Validation: A Practical Approach

Lean manufacturing has been with us since 1988.   Lean principles were derived from the Japanese manufacturing industry.  The “Lean” process was originally created and adopted by Toyota designed to eliminate waste and inefficiency in its manufacturing operations.  Lean processes led to the Toyota Production System (TPS) which is arguably one of the greatest manufacturing success stories of all time.  The focus of lean was the elimination of waste and inefficiencies throughout the manufacturing process.

To identify and eliminate waste from the production process, Toyota believed it was important to understand exactly the nature of waste and where it existed. While Toyota’s products significantly differed between factories, the typical wastes found in manufacturing environments were similar in nature. For each waste, Toyota developed an effective strategy to reduce or eliminate its effects, thereby improving overall performance and quality.  The process became so successful that it has been embraced in manufacturing sectors around the world. Today’s manufacturers have embraced the concepts and philosophies of lean.  Being lean is considered critical competitive advantage and strategic imperative.  It has made Toyota an automotive success story.

I have been a validation practitioner for over 30 years.  In the process of validating large engineering systems and life sciences quality and compliance management technologies, I have experienced first hand the waste involved in the validation processes.  From manually cutting and pasting screenshots into test cases to manually tracing requirements to test scripts through manual document route/review processes and rewriting scripts for regression testing, waste abounds in the validation process.  As I pondered my work over the past three decades, I began to think of a better way to validate computer systems.

In my initial research, I started to think of all of the wastes throughout validation processes and categorized them.

validation waste

Wastes in the validation process include planning process wastes, testing wastes, documentation wastes, defect wastes, wasteful requirement processes, quality and incident management wastes and wastes associated with the re-validation and re-testing of software applications.  As I began to ponder solutions to eliminate these wastes throughout the validation process, I embarked on the development of a Lean Validation strategy.  We endeavor to save our clients both time and money throughout the validation process.  OnShore Technology Group is the only company whose practice focuses on the the delivery of Lean Validation services.  Our products and services are uniquely designed to power lean validation processes.

Lean Validation

Using lean validation principles can result in the elimination of wasteful manual validation processes and significant improvements in validation efficiency, document cycle times, increased testing productivity and greater ability to identify and correct software defects leading to enhanced software quality, lower costs and improved regulatory compliance.

OnShore Technology Group has pioneered the principles and best practices of “Lean Validation” – the process of eliminating waste and inefficiencies while driving greater software quality throughout the validation process.  In addition to the delivery of expert lean validation services, OnShore’s flagship software application is known as ValidationMaster™ – the FIRST Enterprise Validation Management and Quality system designed to automate lean validation processes.  ValidationMaster™ delivers a single source of truth for any type of validation including software, equipment, process, cold chain, facility, and other types of validation projects.

ValidationMaster™ is also the first validation management system accessible via any Window, Apple or Android mobile device.  The system includes key features such as a validation dashboard, fully automated test script development and execution, automatic requirements traceability, custom report development and generation and a full range of quality management capabilities (training, audit management, change management, controlled document management, ISO, validation KPI’s, CAPA, nonconformance management and much more.

In 2017, OnShore Technology Group was recognized as the “Best IV&V Automation Solutions Provider” and the “Software Validation Testing Experts of the Year”.  In 2016, OnShore made the coveted annual list of CIOReview Magazine as one of the 20 Most Promising Pharma & Life Sciences Tech Solution Providers”.

Contact us today to learn more and see a live demonstration of ValidationMaster™.